Workflow Template
Work Order Workflow
Handles maintenance work order requests end-to-end: intake, supervisor assessment, cost-based approval, scheduling by priority, technician completion, supervisor verification with rework loop, and closure notifications.
Maintenance teams lose track of requests when they move between email, spreadsheets and verbal handoffs, leaving no clear record of who approved what or when work was actually finished. This workflow takes a work order from intake through supervisor assessment, cost-based approval for spend over $1,000, priority-based scheduling, technician completion and supervisor verification, with a built-in rework loop before closure. Maintenance supervisors, facilities managers and technicians each pick up their part as a task, while requesters get automatic email updates without needing an account.
Business Outcomes
- Fewer maintenance requests lost or forgotten between intake and completion
- Faster approval turnaround on higher-cost repairs through a clear cost threshold
- More consistent scheduling based on priority rather than ad hoc judgment calls
- Clearer visibility into rework by tracking verification outcomes on the record
- Reduced back-and-forth with requesters through automatic status emails
Workflow Steps
Steps
- 1Create Work Order Recordcreate record
Registers the submitted request as a new work order record.
- 2Set Status: New Requestupdate record
Sets the work order status to New Request.
- 3Send Acknowledgement Emailsend email
Emails the requester an acknowledgement with their work order reference number.
- 4Supervisor Assessment Taskcreate task
Assigns the maintenance supervisor to assess the request, recording planned work and estimated cost, due in 1 day.
- 5Save Assessment to Recordupdate record
Persists the supervisor's planned work and estimated cost to the record.
- 6Check Estimated Cost Threshold
Routes to facilities manager approval when estimated cost exceeds $1,000.
estimated_cost: "1000"→Facilities Manager ApprovalDefault→Set Status: Scheduled - 7Facilities Manager Approvalrequest approval
Requests the facilities manager's approval since the estimated cost exceeds $1,000.
- 8Route Approval Outcome
Routes the workflow based on the facilities manager's approval decision.
approval_status: "approved"→Set Status: Scheduledapproval_status: "rejected"→Set Status: RejectedDefault→End - 9Set Status: Rejectedupdate record
Sets the work order status to Rejected.
- 10Send Rejection Emailsend email
Emails the requester that the work order was not approved.
- 11Set Status: Scheduledupdate record
Sets the work order status to Scheduled.
- 12Route Scheduling Task by Priority
Determines the scheduling task due date based on the work order priority.
priority: "Urgent"→Scheduling Task (Urgent - Due 1 Day)priority: "High"→Scheduling Task (High/Normal - Due 3 Days)priority: "Normal"→Scheduling Task (High/Normal - Due 3 Days)Default→Scheduling Task (High/Normal - Due 3 Days) - 13Scheduling Task (Urgent - Due 1 Day)create task
Assigns the supervisor to schedule the urgent work order, recording scheduled date and technician, due in 1 day.
- 14Scheduling Task (High/Normal - Due 3 Days)create task
Assigns the supervisor to schedule the work order, recording scheduled date and technician, due in 3 days.
- 15Save Scheduling Detailsupdate record
Persists the scheduled date and assigned technician to the record.
- 16Send Scheduled Date Emailsend email
Emails the requester the scheduled date for their work order.
- 17Technician Work Taskcreate task
Assigns the technician to perform the work, recording work performed, labour hours, materials used and completion photos, with no due date.
- 18Save Completion Detailsupdate record
Persists the work performed, labour hours, materials used and completion photos to the record.
- 19Supervisor Verification Taskcreate task
Assigns the supervisor to verify the completed work, recording the outcome and notes.
- 20Save Verification Detailsupdate record
Persists the verification outcome and notes to the record.
- 21Route Verification Outcome
Routes to closure if complete, or back to the technician if rework is needed.
verification_outcome: "Complete"→Set Status: Closedverification_outcome: "Rework needed"→Loop Back to Technician for ReworkDefault→End - 22Loop Back to Technician for Reworkrestart from step
Restarts the workflow from the technician work task for rework, up to 3 times.
- 23Set Status: Closedupdate record
Sets the work order status to Closed.
- 24Send Completion Emailsend email
Emails the requester that the work order is complete.
Fields
Show all 19 fieldsShow fewer fields
FormWork Order Request
- Requester Name*· Text
- Requester Email*· Email
- Location*· Text
- Asset / Equipment*· Text
- Work Type*· Choice
- Description*· Long text
- Priority*· Choice
- Photos· File upload
TaskSupervisor Assessment Task
- Planned Work*· Long text
- Estimated Cost (USD)*· Number
TaskScheduling Task (Urgent - Due 1 Day)
- Scheduled Date*· Date
- Assigned Technician*· Text
TaskTechnician Work Task
- Work Performed*· Long text
- Labour Hours*· Number
- Materials Used*· Long text
- Completion Photos· File upload
TaskSupervisor Verification Task
- Verification Outcome*· Choice
- Verification Notes· Long text
Other fields
- Work Order Status· Choice
- Requester Name*
- Requester Email*
- Location*
- Asset / Equipment*
- Work Type*
- Description*
Forms
Work Order Request
8 fields
Data Views
Work Orders Overview
location, asset, priority, scheduled_date +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
How do I set this work order workflow up for my team?
Publish the template in your workspace and it's ready to run immediately, no installation needed. Assign your maintenance supervisor, facilities manager and technicians as workspace members so the assessment, approval, scheduling and verification tasks land with the right people. Requesters use the public request form to submit new work orders.
Can I change the $1,000 approval threshold?
Yes. Describe the change you want in plain English, or open the workflow editor and adjust the routing condition on the cost check step directly. Earlier versions of the workflow are kept, so you can review or revert if needed.
What happens if the facilities manager rejects a work order?
The workflow sets the record's status to Rejected and automatically emails the requester to let them know the work order wasn't approved. The rejection decision and the reason it was routed for approval are visible in the record's timeline.
How does priority affect scheduling due dates?
The workflow checks the Priority field submitted on the request form and routes accordingly. Urgent work orders get a scheduling task due in 1 day, while High and Normal priority work orders get a scheduling task due in 3 days.
How does the rework loop work if verification fails?
When the supervisor records a Verification Outcome of 'Rework needed', the workflow routes back to the technician work task rather than closing the record. This can repeat up to 3 times, with each pass through the technician and supervisor tasks recorded on the work order's timeline.
What information gets saved to the work order record versus just the task?
Because every task in this workflow — assessment, scheduling, technician work and verification — is one the workflow waits for, all the information entered (planned work, estimated cost, scheduled date, technician, work performed, verification outcome, etc.) is saved directly to the record. That means it's visible in the record's field history and timeline, not just on the individual task.
Do requesters need an account to submit or track a work order?
No. Requesters submit through the public request form and receive updates by email, including the acknowledgement with their reference number, the scheduled date, and the final completion notice. They never need to log in or create an account.
Can I customise the request form fields or the tasks assigned?
Yes. You can edit the request form fields and adjust who each task is assigned to — supervisor, facilities manager or technician — directly in the workflow editor. Changes take effect for new work orders without any development work.
How do I track how many work orders are open, scheduled or closed?
Each work order is a record with its own reference number, status and timeline, and your workspace's table views and dashboards group records by status. You can see at a glance how many are New Request, Scheduled, or Closed at any time.
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Create a free account and customise this workflow for your business.